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Here are simple tips on managing the E-mails. It is always difficult to find an important e-mail from an unorganized mail box. Microsoft Office Outlook contains tools that help organization of e mails. The tool is available in Outlook 2007 as well as in Outlook 2003.

• Group Similar E-mail Messages in Folders

Creation of new mail folders can help in grouping messages that has similar topics.

Here is how it can be done:

In the navigational pane click Mail >> In the Mails Folder section Right Click on one folder, select New Folder option >> Give a Name to the new folder >> Move the desired E-mail messages to that folder.

• Create Search Folders To Enable Quickly find the e-mails

Search folders help find the mails really quickly. Though no actual messages are stored in it but it’s a virtual folder that help view all messages in the mail box.

Mail >> File menu >> New >> Search Folder

Here users can opt to use a pre-defined Search folder or create a new folder. Then follow the onscreen instructions.

• Quickly Sort Messages

Users can find messages quickly by changing how they are sorted.

On the top of mail folder in Outlook 2007 we can see an Arrange by tab, select the appropriate style.

If one is using Outlook 2003: Click Mail >> View menu >> Arrange By >> Select between the view options.

• Set Mail box Rules

This is an automatic way of moving the outgoing or incoming e-mails to particular folders. You can automatically forward the mails to desired person if you receive an e-mail from a particular person.

• Enabling the Junk Filters can reduce Spam mails

These filters send e-mail flagged as junk to a separate mail folder. Users can review the folder to check if any important mail has reached that folder.

• Colour Coding the E-mail messages

This is a simple and a quicker way of distinguishing between mails. Colour coding helps identifying messages .

For Outlook 2007 : From the toolbar select Categorize >> All Categories >> Name list (Select the check box for the category whose color to be changed) >> Select Colour.

For Outlook 2003 : Click Mail >> Select a mail from contact >> Tools >> Organize >> Ways to Organize Inbox >> Using Color >> Select Color >> Apply.